The Ugandan Jobline

Job
Title:         Information
Management Assistant

Organisation: United
States US Embassy, US Mission in Uganda

Duty Station: Kampala,
Uganda

Salary Grade: UGX
80,301,804 – 117,612,946 per annum (FSN 11)

About US Embassy:

The United States
Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for
over 30 years.  Ambassador Deborah R. Malac currently heads the U.S
Mission to Uganda.  The Mission is composed of several offices and
organizations all working under the auspices of the Embassy and at the
direction of the Ambassador.

Among the offices
operating under the U.S Mission to Uganda are:

• United States Agency for International
  Development (USAID)
• Centers for Disease Control (CDC)
• Peace Corps

Job Summary:  USAID/Uganda is seeking for a qualified
individual to fill the Information Management Assistant position. As a unit of
the Executive Office, USAID/Uganda, the Information Systems Division (ISD)
provides computer support services to USAID/Uganda staff and operations. The
ISD is responsible for day-to-day operations, installation, modification and
maintenance of the Mission’s local area network (LAN) system and for providing
support to users and other related duties. Specifically, the division manages
Mission Servers in two different locations (Remote Office and South Wing at the
Chancery) with over 180 Desktops, 20 Data Switches, CISCO Routers, Remote
Leased Line Connections, and VSAT Equipment. The ISD performs LAN/WAN Management,
MS Windows Server Management, Computer Helpdesk management, Information
Security Management including data backups, Voice Communication (satellite
phones, cell phones & iPhones), Video or power point equipment & Public
Address system management and training users on the Mission’s Information
Security Policies. The ISD also administers the Mission’s computer system by
providing optimal use of existing and new computer technology resources through
a local area network (LAN) system. The primary purpose of the position is to
provide information technology support services to the Mission staff. The
contractor reports to the Computer Management Specialist under the overall
supervision of the Supervisory Executive Officer.

Key Duties and Responsibilities:  

Management of
Computer Help Desk – 50%

·       
Must
make sure all workstations are in good working condition and configured
according to the CIO standards.

·       
Install
any available additional programs needed by specific users.

·       
Provide
application assistance to users that need help in different Microsoft Office
packages and other programs.

·       
Support
users who call for help when their PCs or Printers are not functioning well.

·       
Advise
users on simple troubleshooting steps.

·       
Should
rectify any problems reported by users and refer major ones to the supervisor.

·       
Install,
configure and upgrade new equipment to CIO standards before being issued to
users.

·       
Replace
older equipment with new ones when need arises.

·       
Record
the relocation of equipment from the ADP store and keep an up-to-date
inventory.

·       
Take
faulty equipment for repair to the vendor and make follow ups or pickups when
rectified.

·       
Must
make sure laptops are in good working condition when checked out to users and
have software programs installed.

·       
Configure
new laptops and ensure that users are familiar with the usage and provide
additional assistance to new laptop

·       
.
Configure IPhones and IPADs plus train users on how to use them, including
making them aware of the terms and conditions while in possession of these
devices.

Communication – 20%

·       
Responsible
for configuring and deploying all the WAN equipment (Routers, Switches,
Datacryptors etc) as instructed by CIO Washington and continuously monitoring
their performance.

·       
Maintain
remote data links (ISDN, ADSL, Leased lines, VSAT) both in all office locations
and at the residences at first level support.

·       
Responsible
for the Cell phone and IPhone issuance and keeps an up-to-date inventory.

·       
Set-up
the PA system for meetings and functions as the need arises.

·       
Make
sure the PA system is in good working condition, stored and handled properly.

·       
Responsible
for setting up for presentations i.e. VTC and/or Power Point equipment

Data Management –
15%

·       
Ensure
that USAID/Uganda Users are supported in regards to the Mission’s Information
system requirements. The incumbent must check the LAN and make sure the link is
up and that only authorized users can access the main domain. He/she will
troubleshoot and rectify network disconnections, referring critical cases to
the supervisor.

·       
Make
sure the Mission’s information is secure, available and does not lose its
integrity at any time.

·       
Ensure
that sufficient data backup is carried out Daily and Monthly.

·       
Ensure
that restoration of data is done in a timely manner whenever it’s required and
that the backed-up data is properly stored, tapes labeled and available when
needed.

·       
Keep and
update the movement of backup tapes from different locations in the log books
monthly.

Server Management –
15%

·       
MS Windows
server administration, installation, configuration and troubleshooting.

·       
Grant
routine network user access and TDYs to temporary network user access as
required in Agency policies.

·       
Terminate
and/or deactivate user passwords and IDs in a timely manner when no longer
needed.

·       
Properly
document and maintain a file for the justification and authorization for
granting users remote access.

·       
Properly
monitor remote access logs, security logs and event logs and report abnormal
activities to the supervisor for further investigations.

·       
Maintain
records of the monthly audit trail reviews and ensure that security violations
are monitored as required and reported.

·       
Review
access authorizations to determine if individual access rights are still
required, and adhere to procedures to deactivate or terminate user IDs and
passwords of departed employees in a timely manner.

·       
Manage
IT resources like printers, scanners, and cameras.

·       
Maintain
and update USAID’S different Databases;

·       
Perform
the daily monitoring of servers, the virus software and virus logs to ensure
that no problems are going unseen and work on the deployment of Security
Patches on all servers and workstations;

·       
Perform
deployment of USAID software like ASIST, eFORMS, WinTA, WebILMS, E-2, and i-services

·       
Ensure
all automated information systems under their cognizance are operated, on a
day-to-day basis, in compliance with the Agency’s information systems security
policy and guidelines as promulgated in the ADS handbook.

·       
Coordinate
with the system staff implementation of information systems security standards
for automated information systems.

·       
Provide
the site Information Systems Security Officer (ISSO) with technical support and
expertise in the implementation of Agency information systems security
policies.

·       
Maintain
an inventory of all hardware, operating system software, application software,
peripheral devices and communication links that are part of the system(s)
within their purview, and reporting all incidents of lost or stolen equipment
to the appropriate security office.

·       
Disseminate
the Agency system security policies, procedures and guidelines to all users of
the system under their purview. Abide by Agency information system security
policies and guidelines as promulgated in the ADS handbook.

·       
Report
system or application irregularities or suspected security violations to the
Program Manager, Mission Director/Representative, site ISSO, or System
Administrator.

·       
Work
with the supervisor to offer IT consultation services to the Program Areas for
their various program/projects which may include the ADS 548 process, and field
assessments for IT requirements.

Qualifications, Skills and Experience:

NOTE:  All applicants must address each selection criterion detailed
below with specific and comprehensive information supporting each item.

·       
The
applicants for the United States US Embassy Information Management Assistant job
opportunity should have completed Secondary Schooling (advanced level), and an
additional two years of post-secondary study. Required.

·       
Possession
of at least 2 or more IT industry certifications e.g MCSA, ITIL, CISCO, CISA,
CompTIA Sec+ are required.

·       
At least
three years of experience working in a recognized computer department.

·       
Familiarity
with the Computer Help Desk functions and Information systems security
practices is highly required.

·       
Good
knowledge of systems analysis and design techniques,

·       
Knowledge
of computer equipment and software capabilities/limitations,

·       
Good
knowledge of Departmental ADP policies,

·       
Extensive
knowledge of standard business work processes and management principles,

·       
fact-finding
techniques, programming techniques.

·       
Skill in
maintaining operational capability and reliability of computer systems.

·       
Good
interpersonal relations with ability to explain computer and IT concepts to
staff who are technically not familiar with systems in the USAID environment:
Google Apps, E2, GLAAS etc.

·       
Ability
to effectively manage, operate, repair and maintain the PC LAN, hardware and
software applications.

·       
Familiarity
with the latest MS Windows server environments, and Google Apps for messaging
and application usage.

·       
Ability
to work with Laptops, MacBooks, iPADs, iPhones & Satellite phones.

·       
Willingness
to work outside regular office hours including weekends.

·       
Language
Proficiency: Level IV English
ability. Fluent English (written and spoken) is required.

How to Apply:

All those interested
in working with the US mission in Kampala should send their applications and
strictly adhere to the following:

·       
A typed
and hand signed (around Section 6 – Declaration) DS-174 Employment Application
for Locally Employed Staff or Family Member (Click Here; Version
Exp. 06/2022). Offerors are required to complete sections 1 through 6. (Make
sure to use additional Work Experience pages (Section 4), if needed, to provide
complete work history).

·       
Cover
letter (addressed to the USAID Supervisory Executive Officer) clearly
indicating the position for which you are applying and describing how you meet
the minimum requirements.

·       
Complete
curriculum vitae/resume. In order to fully evaluate your application, the
resume must include:

·       
Paid and
non-paid experience, job title, dates held (month/year). Please specify unpaid
or part time work. Any experience that does not include dates (month/year) will
not be counted towards meeting the solicitation requirements. (NOTE: Resume and
DS-174 work experience should match.)

·       
Specific
duties performed that fully detail the level and complexity of the work.

·       
Education
and any other qualifications including job-related training courses,
job-related skills, or job- related honors, awards or accomplishments.

·       
Name and
contact information (phone and email) of three (3) professional references. At
least one of the references must be a prior or current direct supervisor.

·       
Supplemental
[separate] document specifically addressing each QRF as outlined in the
solicitation.

·       
Copies
of Academic Transcripts

·       
Offers
should be in a standard file type such as Microsoft Word (.doc) or Adobe
Acrobat (.pdf). All should be in one document which should not exceed 10MB.

·       
Submitted
offers and documents become the property of USAID and will not be returned.

Submit Application
To:

Human Resources
Office

By email at KampalaHR@state.gov

NB: Your
application will be reviewed if you have fulfilled all the requirements
including submission of standard file types such as Microsoft Word (.doc) and
Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple
Attachments) and should not exceed 10MB. Please clearly indicate the position
number and title you are applying for on the DS-174 form.

Deadline: 19^th June 2020

The US Mission in
Kampala provides equal opportunity and fair and equitable treatment in employment
to all people without regard to race, color religion, sex, national origin,
age, disability, political affiliation, marital status, or sexual
orientation.  The Department of State also strives to achieve equal
employment opportunity in all personnel operations through continuing diversity
enhancement programs.

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